Attachment, ADC 450

Page 1

ATTACHMENT TO ADC 450

Elimination of the DLMS Request for Implementation Date Procedures for 

Component System Changes

1. ORIGINATOR:

a. Service/Agency: DLA Logistics Management Standards, J627

b. Originator: Ms. Ellen Hilert, DLA J-627, Supply Process Review Committee Chair

2. FUNCTIONAL AREAS: Supply, Finance, DoDAAD, SDR

3. REFERENCES: 

a. DOD 4140.1-R, DoD Supply Chain Materiel Management Regulation

b. DOD 4000.25-M, DLMS Manual, Volume 1, Chapter 5, Change Management

c. DOD 4000.25-M, DLMS Manual Volume 4, Chapter 1, Finance

d. DOD 4000.25-M, DLMS Manual Volume 6, Chapter 2, DoDAAD

e. DOD 4000.25-1-M, MILSTRIP, Chapter 1, General Information

f. DOD 4000.25-1-M, MILSTRIP, Appendix 4, Authorized Exceptions, Special Processes, 

and Delayed Implementation Dates

g. DOD 4000.25-2-M, MILSTRAP, Chapter 1, General Information

h. DOD 4000.25-7-M, Military Standard Billing System (MILSBILLS)

4. BACKGROUND:

a. Intent of the Process

1) The Request for Implementation Date (RFID) process was established for the 

Defense Logistics Standard Systems (DLSS) change control process and later perpetuated to the 

DLMS to coordinate implementation of each Approved DLMS Change (ADC) among the 

impacted DOD Component and participating external organization applications. Once an ADC 

was fully implemented, the process change would be published in the applicable DOD 4000.25 

set of manuals. The original procedures for establishing an implementation schedule became

ineffective many years ago. This was primarily due to a moratorium on changes to legacy 

systems and an inability to forecast implementation dates for DOD Component Enterprise 

Resource Planning (ERP) systems and other major modernization programs. Component factors 

affecting implementation dates for ADCs include delayed system implementations, priorization 

of changes based upon internal business needs, and resource limitations which limit the number 

of changes that can be accomplished within a specified time period.
Attachment, ADC 450

Page 2

2) Historically, the process to establish implementation dates for ADCs was done

during and after resolution of the comments on Proposed DLMS Changes (PDC). The 

Administrator for a given functional area (e.g., MILSTRIP) prepared and disseminated to the 

DOD Component and participating Agency focal points a Request for Implementation Date 

(RFID) letter requesting the preferred implementation date. Based on the responses, DLA 

Logistics Management Standards announced an implementation date through dissemination of 

the ADC. 

3) Summary of Process Defined in Existing Manuals. Per DOD 4000.25-M, Volume 

1, Chapter 5, the implementation date is established either during the adjudication of PDC 

responses or via an RFID letter. During the staffing of the PDC, Process Review Committee 

(PRC) members are requested to provide the PRC chair a fully coordinated DOD Component or 

participating Agency response, including a proposed implementation date if known, normally 

within 45 days of the date of the PDC. If there is immediate consensus across the PRC for an 

implementation date, the PRC chair issues the implementation date in the ADC. If an 

implementation date is not established during the approval process, the PRC chair prepares and 

disseminates to the Service/Agency focal points an RFID letter. Based on responses, the PRC 

chair establishes a single implementation date, or when appropriate, authorizes DOD 

Components and external organizations to implement on a staggered schedule. The PRC chair 

then issues the ADC with the implementation information. Upon reaching the effective date of 

implementation, all ADCs are formally incorporated into the electronic version of the DLMS 

manual. Formal changes will be published to coincide with scheduled implementation dates. 

Formal changes may include any approved change with the same scheduled implementation date 

which has been published since the last formal change. 

b. Procedures and Processing Details in Use Today. Over the years, the RFID process 

fell into disuse when the Components, in the process of developing ERPs, were unable to 

provide projected implementation dates, and changes to legacy systems were prohibited or 

tightly controlled by Component and DOD policy. During the October 14-16, 2008 Supply 

Process Review Committee meeting, it was noted that some of the Components implemented 

portions of their ERP systems. As a result, it was determined that coordinating ADC 

implementation dates had again become an important planning tool to assist in implementing 

changes. It was agreed that the DLA Logistics Management Standards office would provide an 

assessment of the required implementation strategy in PDCs and request Component input on 

strategy and an implementation timeline. Based on comments received, the DLA Logistics 

Management Standards office would then provide, where possible, a coordinated implementation 

date in the ADC. Note that this agreement represented a change from the published business 

process, by bypassing the RFID letter and soliciting/coordinating that information during the 

PDC staffing and adjudication process.

5. APPROVED CHANGE:

a. Description of Change: The RFID letter/process, as currently published in the DOD 

4000.25 family of manuals is eliminated. The process for coordinating implementation dates 

will be as agreed upon during the October 2008 Supply PRC meeting and shall continue to

comply with DOD 4140.1-R, DOD Supply Chain Materiel Management Regulation, Appendix 

13.1.3. 
Attachment, ADC 450

Page 3

b. Approved Procedure: 

1) The process to identify the implementation timeline begins with the initial PDC 

submission, when the requesting DOD Component or participating Agency will provide a 

required or desired implementation date, if known.

2) Once the PDC is released to the PRC for formal comment/concurrence, the PRC 

representatives are requested to provide input regarding their implementation strategy and 

timeline. 

3) During the PDC adjudication process and based on PRC responses, the PRC chair

will establish a joint implementation date, if known based on PRC input, or when appropriate, 

authorize implementation on a staggered schedule or a limited implementation to only impacted 

Components and participating external organizations. This information will be included in the 

ADC. 

4) Concurrent with the re-issuance of the DLMS and DLSS manuals, the numbering 

style for DLMS changes will be modified so that, where practical, the ADC will retain the 

original PDC number.

5) When an implementation date is not known/provided as part of the PDC adjudication 

process, the PRC chair shall include in the ADC a requirement for the PRC representatives to 

actively monitor for implementation of the ADC and provide implementation dates when they 

become available.

6) When one Component provides an extended implementation date, which would 

delay implementation by the other Components, the PRC Chair shall attempt to resolve the issue 

with the appropriate Component or seek a methodology which will permit a phased or staggered 

implementation. When a satisfactory implementation date cannot be jointly agreed upon, the 

PRC Chair may refer the matter to ODASD(SCI) or the applicable OSD proponent for 

resolution.

7) After release of the ADC, implementation status may be reported to the PRC Chair at 

any time, to include full and partial implementation or required deviation. When Components 

are unable to meet established implementation dates, prior coordination with the PRC Chair is 

required. Additionally, PRC members shall provide the PRC chair a semiannual status report on 

implementation of approved changes (RCS DD-A&T(Q&SA)1419 applies) per the guidance in 

the DoD 4140.1-R, Appendix 13.1.3.3. The semiannual reporting of implementation status is

due June 15 and December 15.

8) Any outstanding RFID letters will be worked by the PRC chair in coordination with 

PRC members to either withdraw the process change or coordinate a draft ADC with the PRC 

indicating the proposed implementation strategy and/or timeline.

6. REASON FOR CHANGE: This is an administrative change to implement more viable 

procedures to identify and track implementation dates for approved DLMS changes, in place of 

the RFID process which is no longer workable. The DLMS manuals are being updated to reflect 

the current processes. Consistent numbering from PDC to the corresponding ADC will facilitate 
Attachment, ADC 450

Page 4

tracking of changes.

7. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Implements a sustainable approach to identify and track DLMS 

implementation dates. 

b. Disadvantages: Lacks the disciplined release schedule for outstanding changes 

associated with the original DLSS change process.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Upon release of this ADC.

9. IMPACT: 

a. Components and Other Participating Organizations: Supply PRC members will be 

asked via separate correspondence to review their respective MILSTRIP Appendix 4, Authorized 

Exceptions, Special Processes, and Delayed Implementation Dates sections to provide updated 

status on delayed implementations previously authorized. Any updates to status of a particular 

Approved MILSTRIP Change Letter/ADC will be included in the DLMS Change Status Report, 

available at

www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp.

b. DLMS Data Elements: There are no new or revised data elements associated with this 

change.

c. Publications: Changes are identified by red, bold and italicized text for insertions and 

red doublestrikethrough for deletions.

1) DOD 4000.25-M (DLMS) Volume 1, Chapter 5, revisions shown in Enclosure 1. 

2) DOD 4000.25-M (DLMS) Volume 6, Chapter 2, revisions shown in Enclosure 2.

3) DOD 4000.25-1-M (MILSTRIP) Chapter 1, revisions shown in Enclosure 3.

4) DOD 4000.25-1-M (MILSTRIP) Appendix 4, will be updated with Components via 

separate correspondence; revisions will be incorporated into the DLMS Change Status Report.

5) DOD 4000.25-2-M (MILSTRAP) Chapter 1, revisions shown in Enclosure 4.

6) DOD 4000.25-7-M (MILSBILLS). Not updated. Changes incorporated into DLM 

4000.25-M (DLMS) Volume 4, Finance, the replacement manual for MILSBILLS. DLM 

4000.25-M, Volume 4, Chapter 1, Introduction, revisions shown in Enclosure 5.
ADC 450

Enclosure 1, Page 1

Enclosure 1, DoD 4000.25-M (DLMS) Volume 1, Chapter 5, Change Management, Update

Revise DoD 4000.25-M, Volume 1, Chapter 5, Change Management as shown. With 

impending initial issuance of replacement manual for DoD 4000.25-M, renumber 

paragraphs to align with new location in successor manual, DLM 4000.25, Volume 1, 

Chapter 3, Change Management.

C3.4. DLMS CHANGE PROCESS

C3.4.4.3. Step 3. The PRC members provide the PRC chair a fully 

coordinated DoD Component or participating Agency response, including a proposed 

implementation strategy, including the desired/required implementation timeline 

when available, if known, by the due date provided in the proposal, normally within 30-

45 days of the date of the PDC.

C3.4.4.4. Step 4. The PRC chair may initiate follow up for non-response 

within 5 calendar days of due date. Additional follow up may be elevated as 

appropriate.

C3.4.4.5. Step 5. The PRC chair shall evaluate all comments on the PDC 

within 10 calendar days from receipt of all outstanding comments or in conjunction 

with the next scheduled PRC meeting. If necessary, the PRC will resolve comments 

and/or disagreement and establish an implementation date if possible. If the PRC 

approves the PDC, the PRC will establish an implementation date based on consensus. 

If the PDC is disapproved by the PRC, the sponsor is notified of the disapproval. 

C3.4.4.6. Step 6. If an implementation date is not established during the 

approval process, the PRC chair prepares and disseminates to PRC members a 

request for implementation date (RFID). The PRC chair normally requests a response 

within 45 days of the date issued. When a satisfactory implementation date cannot be 

jointly agreed upon, the PRC chair shall refer the matter to the ASD(L&MR), or other 

OSD sponsor for resolution. NOTE: This step will be used when an implementation 

date is not established during the original staffing process or during a PRC quarterly 

meeting. 

C3.4.4.67. Step 67. Based on PDC responses and the interface 

requirements associated with the specific change, the PRC chair shall establish a 

joint single implementation date, or when appropriate, either authorize DoD 

Components and participating organizations to implement on a staggered schedule

or a limited implementation by impacted parties. This information will be 

included in the Approved DLMS Change (ADC). Where practical, the ADC will 

retain the original PDC number. 

C3.4.4.6.1. When an implementation date is not known/provided as 

part of the PDC adjudication process, the PRC chair shall include in the ADC a 

requirement for the DoD Components and participating organizations to actively 

monitor for implementation of the ADC and provide implementation dates when 

they become available.
ADC 450

Enclosure 1, Page 2

C3.4.4.6.2. When one Component provides an extended 

implementation date, which would delay implementation by the other 

Components, the PRC Chair shall attempt to resolve the issue with the 

appropriate Component or seek a methodology which will permit a phased or 

staggered implementation. When a satisfactory implementation date cannot be 

jointly agreed upon, the PRC Chair may refer the matter to the applicable OSD 

proponent for resolution.

C3.4.4.7. Step 7. After release of the ADC, implementation status may 

be reported to the PRC Chair at any time, to include full and partial 

implementation or required deviation. When Components are unable to meet 

established implementation dates, prior coordination with the PRC Chair is 

required. Additionally, the PRC members shall provide the PRC Chair a 

semiannual status report on implementation of approved changes (RCS DD-A&T 

(Q&SA)1419 applies) per the guidance in the DoD 4140.1-R, DoD Supply Chain 

Materiel Management Regulation. The semiannual reporting of implementation 

status is due June 15 and December 15.

C3.4.4.8. Step 8. Upon reaching the effective date of implementation, All 

approved DLMS changes (ADCs) are formally incorporated into the electronic version of

the DLMS manual, which can be found on the DLMSO worldwide web (WWW) page

DLA Logistics Management Standards Web site

www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp, when approved. 

Approved DLMS changes are posted with the appropriate DLMS Supplement at 

www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp., http://www.dla.mil/j6/dlmso/eLibrary/TransFormats/formats.asp. Interim changes will be published, as 

required, to meet system requirements. Approved interim changes will also be 

incorporated into the electronic version of the DLMS manual on their effective date. 

Formal changes will be published to coincide with scheduled implementation dates. 

Formal changes may include any approved change with the same scheduled 

implementation date and any interim changes which have been published since the last 

formal change.
ADC 450

Enclosure 2 , Page 1

Enclosure 2, DoD 4000.25-M (DLMS) Volume 6, Chapter 2 Update

Revise DoD 4000.25-M, Volume 6, Chapter 2, DoD Activity Address Directory (DoDAAD) 

as shown.

C2.3.1.2. Recommended changes to the DoDAAD shall be forwarded to 

the DoDAAD System Administrator for review and coordination with the DoD DoDAAD 

PRC membership Services/Agencies. Approved changes shall be scheduled for 

implementation in the quarterly update following in accordance with the date agreed 

upon to by the Services/Agencies DoD DoDAAD PRC membership. Implementation 

dates for approved changes shall be coordinated with Services/Agencies the DoD 

DoDAAD membership or as directed by the Deputy Under Office of the Deputy 

Assistant Secretary of Defense, Supply Chain Integration Logistics and Materiel 

Readiness (DUODASD/L&MR).
ADC 450

Enclosure 3, Page 1

Enclosure 3, DoD 4000.25-1-M (MILSTRIP) Chapter 1, General Information, Update

1. Modify C1.6.2.4.3., Establishing Implementation Dates, as shown.

C1.6.2.4.3.1. Following resolution of the Component comments on PDCs, the DoD 

MILSTRIP System Administrator will prepare and disseminate to the Component 

MILSTRIP Focal Points a letter requesting Component preferred implementation dates. 

Such requests for implementation dates will normally request that Component 

implementation dates be provided within 30 or 45 days. During the PDC adjudication 

process and based on Supply PRC responses, the PRC chair will seek to 

establish a joint implementation date or, when appropriate, either authorize DoD 

Components and participating external organizations to implement on a 

staggered schedule or a limited implementation by impacted parties. 

C1.6.2.4.3.2. When one Component proposes provides an extended implementation 

date, which would delay implementation by the other Components by 12 months, the 

DoD MILSTRIP System Administrator may shall attempt to resolve the issue with the 

appropriate Component or seek a methodology which will permit a phased or staggered 

implementation. When a satisfactory implementation date cannot be jointly agreed 

upon, the DoD MILSTRIP System Administrator may refer the matter to SD(L&MR)

ODASD(SCI) for resolution.

2. Modify C1.6.3.1.4. to add a new subparagraph as shown.

C1.6.3.1.4.5. Required or desired implementation date, if known

3. Modify C1.6.3.1.5. – C1.6.3.1.6. as shown.

C1.6.3.1.5. Develop and submit to the DLMSO DLA Logistics Management 

Standards a single, coordinated Component position on all proposed system DLMS

changes, to include their implementation strategy and timeline when known. The 

Component responses to proposed system DLMS changes will be provided to the 

MILSTRIP Administrator within the timeframes specified (normally 30–45 days).

C1.6.3.1.6. Develop and submit to the DLMSO a single, coordinated Component 

implementation date on all approved system changes. The Component responses will 

be provided to the DLMSO within the timeframe specified (normally 30 - 45 days).

Based on PDC responses and the interface requirements associated with the 

specific change, the PRC chair shall establish a joint implementation date, or 

when appropriate, either authorize DoD Components and participating 

organizations to implement on a staggered schedule, or a limited implementation 

by impacted parties. This information will be included in the Approved DLMS 

Change (ADC). When an implementation date is not known/provided as part of 

the PDC adjudication process, the PRC chair shall include in the ADC a 

requirement for the DoD Components and participating organizations to actively 

monitor for implementation of the ADC and provide implementation dates when 

they become available.
ADC 450

Enclosure 3, Page 2

4. Modify C1.6.3.3. as shown.

C1.6.3.3. After release of the ADC, implementation status may be reported to the 

MILSTRIP Administrator at any time, to include full and partial implementation or 

required deviation. When Components are unable to meet established 

implementation dates, prior coordination with the PRC Chair is required. 

Additionally, the PRC members shall provide DLMSO the MILSTRIP Administrator 

updated status of approved changes to include full/partial implementation or later 

divergence from published documentation a semiannual status report on 

implementation of approved changes (RCS DD-A&T(Q&SA)1419 applies) per the

guidance in the DoD 4140.1-R, Appendix 13.1.3.3. Prior coordination is required 

when Components are unable to meet established implementation dates. The 

semiannual reporting of implementation status is due June 15 and December 15.
ADC 450

Enclosure 4, Page 1

Enclosure 4, DoD 4000.25-2-M (MILSTRAP) Chapter 1, General Information, Update

1. Modify C1.8.4.2. as shown.

C1.8.4.2. PRC representatives shall provide a single coordinated position on all 

proposed changes, to include their implementation strategy and timeline.

2. Modify C1.8.6., Establishment of Implementation Dates, as shown.

C1.8.6.1. Following resolution of DoD Component comments on the proposed change,

the system administrator may prepare and disseminate to the DoD Component Supply 

PRC representative a letter requesting the DoD Component preferred implementation 

date. Requests for implementation dates (RFIDs) will normally request that DoD 

Component implementation dates be provided within 30 or 45 calendar days. During 

the PDC adjudication process and based on DoD Component responses, the PRC 

chair will seek to establish a joint DoD implementation date.

C1.8.6.2. When one DoD Component provides an extended implementation date which 

would delay implementation by the other DoD Components by 12 months or more, the 

DoD MILSTRAP system administrator shall attempt to resolve the issue with the 

appropriate DoD Component, or seek a methodology which would permit a phased or 

staggered implementation. When a satisfactory implementation date cannot be jointly 

agreed upon, the DoD MILSTRAP system administrator may refer the matter to 

ASD(L&MR) ODASD (SCI) for resolution.

3. Modify C1.8.7., Announcement of Approved Changes/Implementation Dates, to add a 

new subparagraph as shown.

C1.8.7.4. After release of the ADC, implementation status may be reported to the 

MILSTRAP Administrator at any time, to include full and partial implementation or 

required deviation. When Components are unable to meet established 

implementation dates, prior coordination with the PRC Chair is required. 

Additionally, the PRC members shall provide the MILSTRAP Administrator a 

semiannual status report on implementation of approved changes (RCS DDA&T(Q&SA)1419 applies) per the guidance in the DoD 4140.1-R, Appendix 

13.1.3.3. The semiannual reporting of implementation status is due June 15 and

December 15.
ADC 450

Enclosure 5, Page 1

Enclosure 5, DoD 4000.25-7-M, (MILSBILLS) Chapter 1, Administrative and General

Removal of MILSBILLS manual and replace with the following in DLM Volume 4, shown in 

Enclosure 4.

1. With the impending issuance of the DLM 4000.25, Volume 4, Finance, no actual updates 

will be made to the predecessor manual, MILSBILLS. For reference purposes as it relates 

to this ADC, the following paragraphs that contain implementation date information were 

not migrated to Volume 4:

C1.2.4.5. Approved revisions shall be consolidated and scheduled for implementation, 

usually semi-annually to avoid continuous disruption of systems at operating levels. 

Urgent revisions shall be implemented on a priority basis. Implementation dates for 

approved revisions shall be coordinated with all the DoD Components and participating 

Agencies. When joint revision proposals are coordinated, one of the system 

administrators shall be designated as the office of primary responsibility for preparing 

the joint response.

C1.3.2.4.5. Secure semiannually from the DoD Components status of implementation 

of approved system revisions. (RCS DD-A&T(Q&SA)1419 applies.)

2. The implementation date information from the MILSBILLS is replaced by the following 

paragraph in DLM 4000.25, Volume 4, Finance: 

C1.2.1. Use of This Volume. Use of this volume requires simultaneous access to 

DLMS Manual Volume 1 administrative items such as lists of acronyms and 

abbreviations, terms and definitions, and references; instructions for acquiring 

access to the DLMS standards data base; DLMS-to-Defense Logistics Standard 

System (DLSS) cross-references and conversion guides; specific guidance that 

applies to all implementation conventions; and functional and technical 

information that is relatively stable and applies to the DLMS as a whole.